Office Manager

Gregory & Appel•Indianapolis, IN

8h•Onsite

About The Position

The Office Manager is a high-trust administrative and operational partner that balances supporting the entire organization and the administrative needs of the Executive Leadership Team (ELT). This role is responsible for enabling executive effectiveness while overseeing the professional operation of the office. This role applies sound judgment, discretion, and proactive planning to manage priorities, coordinate complex meetings and initiatives, anticipate needs, and protect confidential company, employee, client, financial, legal, and executive information. Working with a high degree of independence, the Office Manager serves as a central point of proactive coordination across executives, employees, and external vendors and partners to ensure executive support and office operations are organized, responsive, and aligned with company priorities. The successful Office Manager is highly collaborative, team-oriented, flexible, and servant-oriented, with a willingness to step in wherever needed to help the ELT and broader organization accomplish important projects, tasks, and business objectives. This individual consistently puts the interests of Gregory & Appel ahead of individual or departmental preferences and models The G&A Way and the company’s Core Values in daily decisions, interactions, and follow-through.

Requirements

Knowledge of executive administration, office operations, facilities coordination, vendor management, purchasing, and administrative processes.
Working knowledge of Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
Ability to learn and effectively use agency management systems and other business applications.
Understanding of confidentiality requirements and appropriate handling of sensitive business, employee, client, financial, legal, and executive information.
Working knowledge of professional office practices, business correspondence, meeting coordination, and document preparation.
Knowledge of insurance agency or brokerage operations is strongly preferred.
Exceptional planning, organization, prioritization, written communication, proofreading, stakeholder management, and follow-through skills.
Demonstrated sound judgment, tact, diplomacy, and discretion when handling sensitive issues and interacting on behalf of senior leaders.
Ability to anticipate needs, assess urgency, make well-reasoned decisions, and operate independently with limited direction in a fast-paced environment.
Highly resourceful and solutions-oriented, with the ability to independently find answers, solve problems, and determine the best path forward.
Ability to distinguish between matters that can be handled independently and those requiring escalation or executive input.
Ability to thrive in situations where there may not be an established process or obvious answer, assessing the situation, identifying resources, and determining an effective path forward.
Strong interpersonal skills and ability to build effective relationships with executives, employees, vendors, clients, and external partners.
Ability to manage multiple priorities while maintaining attention to detail and a high level of service.
Ability to maintain strict confidentiality regarding executive, employee, client, financial, legal, strategic, and organizational matters.
Strong executive presence and professionalism in both internal and external interactions.
Demonstrated commitment to teamwork and servant-oriented support, with the humility and initiative to assist wherever needed to achieve shared outcomes.
Ability and willingness to adjust priorities and work outside normal business hours on occasion to support executive priorities, company events, urgent matters, and critical deadlines.
Experience supporting senior executives and leading office administration, business operations, or executive services.
Experience in an insurance agency, brokerage, financial-services organization, or other regulated client-service environment strongly preferred.
Demonstrated experience independently managing complex calendars, executive meetings, confidential information, competing priorities, special projects, vendors, facilities, and budgets.
Property and Casualty license or ability to obtain within a company-designated timeframe, based on business needs.
Public Notary commission required or ability to obtain within 90 days of hire.
Successful completion of a background check required.

Responsibilities

Serve as a trusted administrative and operational partner to the Executive Leadership Team, exercising independent judgment and discretion in managing priorities, requests, and sensitive matters.
Plan, organize, and coordinate executive calendars, meetings, commitments, and key deadlines; assess competing priorities and recommend adjustments to protect executive time and business continuity.
Anticipate executive needs, identify potential conflicts or gaps, and proactively prepare information, materials, logistics, and follow-up actions.
Receive and appropriately triage sensitive inquiries and requests on behalf of executives, determining what requires immediate attention, delegation, escalation, or confidential handling.
Draft, format, proofread, and coordinate executive correspondence, presentations, reports, and company-wide communications with accuracy and appropriate tone.
Represent the ELT professionally in interactions with employees, clients, carriers, vendors, legal counsel, building management, and other external partners.
Maintain strict confidentiality for executive, employee, client, financial, legal, strategic, and organizational information.
Coordinate ELT and company-wide meetings, including agenda development, pre-read materials, presentations, room and technology readiness, catering, minutes or action-item tracking, and timely follow-through.
Organize executive and company events, leadership sessions, planning meetings, and special initiatives requiring cross-functional coordination, attention to detail, and confidentiality.
Lead or coordinate special projects on behalf of the Executive Leadership Team, managing timelines, stakeholders, dependencies, communications, and completion with limited oversight.
Evaluate executive-support and office workflows, identify risks or inefficiencies, and implement improvements that strengthen service, security, consistency, and organizational effectiveness.
Ensure commitments, action items, and follow-up activities are appropriately tracked through completion.
Accountable for office operations and establishes priorities, service standards, and procedures that support an efficient, secure, and professional workplace.
Serve as the primary escalation point for office operations, workflow, visitors, vendors, facilities, and administrative service issues, resolving matters independently when appropriate.
Accountable for facilities, maintenance, cleaning, repairs, security, parking, equipment, office-service vendors, reception, conference rooms, kitchens, mailroom, and shared spaces.
Delivers administrative or front-office work, and follows-through for consistent service.
Maintain secure and accurate administrative systems, records, operating procedures, vendor files, recurring schedules, and carrier access information in partnership with department leaders and IT.
Direct onboarding and offboarding logistics, including workspace preparation, badges, nameplates, parking information, welcome materials, supplies, and return of company property.
Responsible for incoming and outgoing mail, scanning, certified mail, overnight shipping, package delivery, courier requests, and the handling of urgent, confidential, or time-sensitive materials.
Manage office purchasing, vendor relationships, contracts, invoices, expense records, and budgets; evaluate needs, negotiate or recommend solutions, and monitor spending.
Establish and maintain productive relationships with office-service vendors, building management, external partners, and other service providers.
Monitor vendor performance and address service issues proactively to maintain appropriate quality, responsiveness, and value.
Identify opportunities to improve office services, reduce unnecessary expense, and strengthen operational efficiency.
Serve as a commissioned public notary and perform authorized notarizations for company, executive, governance, legal, and business documents in accordance with applicable laws, confidentiality requirements, and company procedures.
Support operations teams with basic administrative client account inquiries, including policy effective dates, renewal dates, and certificate of insurance request status, while directing coverage-related or technical matters to the appropriate licensed professional.
Work collaboratively across teams and functions, sharing information, resources, and support to advance company priorities and create a consistent One G&A experience.
Demonstrate a servant-oriented approach by noticing what needs to be done, stepping in without waiting to be asked, and assisting executives, colleagues, and teams as needed to complete projects, resolve issues, or maintain business continuity.
Remain flexible and adjust priorities when needed to support executive schedules, company events, urgent matters, critical deadlines, or other business needs.
Support a positive, professional, welcoming, and inclusive workplace experience for employees, clients, candidates, vendors, and visitors.
Contribute to a culture of collaboration, accountability, trust, and mutual support.
Share information and resources that help colleagues and teams succeed.
Step in to support team members and organizational priorities during periods of increased workload or changing business needs.
Maintain professionalism and composure when managing competing priorities, unexpected issues, and sensitive situations.
Participate in company initiatives, meetings, and activities that support the broader G&A employee experience and organizational priorities.